Job Title: Executive Assistant (Full-Time | Operations Track)

Location: Remote
Schedule: U.S PST work hours

The Role

We’re hiring a full-time Executive Assistant to support the Principal and help build the company’s operating system. This is not a traditional admin role—it serves as a stepping stone into an Operations Associate or Operations Manager path with exposure to acquisitions, capital raising, construction, leasing, and asset management.

The role blends responsibilities across:

• Executive support (calendar, email, coordination)

• Operations and systems (SOPs, dashboards, KPIs)

• Personal productivity support (time tracking, basic personal finance, family scheduling)

Key Responsibilities

Principal Productivity & Priorities

• Run a weekly time review and short summary using time-tracking data.

• Maintain and track progress against an “ideal day” template; flag gaps and patterns.

• Review Asana dashboards weekly to highlight where the Principal’s time and PD tasks are concentrated.

• Send a daily priorities email outlining top tasks, decisions, and follow-ups.

• Apply a consistent framework for what goes on the calendar vs. delegated vs. dropped.

Inbox, Calendar & Follow-Ups

• Manage the Principal’s calendar, calls, and meeting confirmations.

• Conduct a daily 20-minute inbox cleanup (archive, delegate to Asana, unsubscribe).

• Maintain a “Waiting on Someone Else” list and proactively follow up.

• Track sent emails for missed follow-ups and send reminders as needed.

Personal Finance & Life Admin

• Run a weekly personal budget review and categorize transactions.

• Help oversee basic personal finance tracking for the Principal.

• Suggest and schedule monthly kids’ activities and add them to the calendar.

Business Operations & Reporting

• Keep Google Drive organized and up to date.

• Maintain HubSpot CRM hygiene and track investor follow-ups.

• Proofread and format decks, contracts, and memos; ensure files are saved correctly.

• Provide light project/vendor coordination and ensure deliverables are on track.

• Support property management by helping collect KPIs and standing in on leasing/renewal coordination when needed.

• Help maintain personnel review checklists, property management accountability items, and simple performance tracking for bookkeeping/CFO/accounting (deliverables, timeliness, ROI).

Systems & Tools

• Help refine SOPs for leasing, investor communication, vendor tracking, onboarding, and property management workflows.

• Keep living documentation (Google Docs, Looms, checklists) current and easy to use.

• Assist with cross-team handoffs (acquisitions → rehab → lease-up).

• Integrate time-tracking data (e.g., Golf Form / UA sheets) into Asana dashboards.

• Explore simple tool integrations (Asana, Google Sheets, CRM, AI tools) that improve visibility and efficiency.

Growth Path (Operations Track)

Over the next 6–18 months, the right person will:

• Own key operations dashboards and regular reporting to the Principal.

• Take the lead on SOP creation, refinement, and adoption.

• Support or lead hiring workflows and onboarding documentation.

• Shift from support into ownership of select operations functions.

What We’re Looking For

• 5–7 years in an operations, EA, chief-of-staff, or similar role in real estate, FinTech, PropTech, or adjacent sectors.

• Experience building or refining SOPs, not just following them.

• Strong sense of ownership; comfortable driving deliverables from others.

• Excellent digital organization; fluent in Google Workspace, Asana (or similar), and CRMs (ideally HubSpot).

• Strong written communication and documentation habits.

• Comfortable with a mix of business and personal executive support.

• Based in the U.S., Mexico, Canada, or Latin America, and available during Pacific/Mountain business hours.